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Bookkeeper/Office Administrator (Bilingual) - Calgary, AB

Executive Solutions Ltd. - Calgary, AB, Canada

Reporting to the Executive Director the Bookkeeper/Office Administrator is responsible for the day-to-day operations of the office. As such this person must be professional, timely, have precise communication skills, be entirely comfortable with aspects of both bookkeeping and administrative support and have an IMPECCABLE eye for details and pulling clear and concise information together to create data reporting and statistical information.

 Position Summary

  • You will execute on all duties surrounding the Bookkeeping and Statistical Data upkeep as well as Administration Support to the Executive Director
  • oversees all office administration,
  • organizes and manages the AGM and semi-annual meetings
  • provides administrative support to staff and board members (expenditure allocations, travel arrangements, etc).
  • You work in tandem with many business units including, Information Technology, Human Resources, Legal Counsel and various clients and producers.
  • Work on ad hoc projects as directed by the Executive Director as well as maintain a full and thorough understanding of the Agency’s scope & flow, including contracts and federal requirements, as well as the process involved in making changes.
  • Act on behalf of the Executive Director in their absence to provide support and answers to the public and industry stakeholders (this requires acquiring a solid understanding of the industry and all requirements/standards.

 Administrator Tasks

  • Oversight of the Executive Directors’ office (calendar management, prepare & distribute meeting materials, record and/or transcribe minutes, draft & edit documents, coordinate travel requirements, and prepare expense reports)
  • Professionally format and type letters, memos, minutes, agendas, notice of meetings, reports contrast and data entry
  • Update and Maintain office procedures manual, accounting manual and data collection manual and all mailing lists
  • Complete & maintain Personal Emergency Contact Information for all Staff, Contractors, and Board Members
  • Organize meetings and travel requirements for staff and Board Members
  • Assist Management with administrative tasks; Legal Counsel, Information Technology, Website Updates, provide administrative support to the LGRSC as required
  • Maintain an organized and thorough filing system
  • General office management – from executive level support through to reception duties
  • Order, organize, distribute, and maintain equipment and inventory
    • Serve as direct liaison with landlord/building manager, and other industry partners in shared building space
    • Handle all day-to-day matters including sensitive and confidential situations with a high degree of tact, confidentiality and professionalism

 Human Resources tasks

  • Onboarding and offboarding tasks (provide/ensure security clearances are up to date, administer group benefits, etc)
  • Payroll backup as necessary

 Bookkeeping Tasks

  • Maintain full accounts receivable sub ledger system (issue invoices, record payments, and prepare bank deposits)
  • Maintain full accounts payable sub ledger system (code and post invoices, ensure invoices are approved for payment, enter payments for direct funds deposits and/or issue any cheques)
  • Maintain general ledger (balance control accounts to sub ledger for accounts receivable and accounts payable)
  • Reconcile bank accounts (daily preventative monitoring of accounts for fraudulent behaviours)
  • Prepare and record all general journal entries including monthly accrual entries
  • Record and post entries for third-party payroll system
  • Perform all general bookkeeping duties to trial balance and print monthly internal financial statements for review by the Board of Directors
  • Calculate, record, and pay all appropriate government remittances including WCB, PST, HST and GST
  • Complete the preparation of monthly, quarterly and annual financial reports
  • Complete/assist Executive Director with annual budget preparation
  • Complete/assist with preparation of T4s and related reports
  • Complete year-end preparations for all annual filings, including financial audits as required.

Statistical Information Tasks

  • Assemble data information from internal and external sources, check thoroughly for any one-offs or abnormalities
  • Operate and maintain database to achieve consistent and comparable data
  • Disseminate information and data on a timely basis for weekly, monthly and annual reporting
  • Maintain statistical files - (hard copy and computer)
  • Adapt data collection and extraction methodologies to meet production requirements
  • Ensure accuracy and integrity of reports through knowledge of industry production and marketing practices
  • Follow up on any data discrepancies, concerns or missing reports
  • Establish data collection schedules
  • Maintain a good network of contacts pertaining to data collection with industry, government and agencies
  • Maintain archive reports and binders and full system backup
  • Track plant activities and audit results
  • Authorize distribution of data reports once approved by Executive Director, or in their absence
  • Acquire statistics from internal and external sources, maintaining confidentiality

Board of Directors

  • Maintain Directors’ records
  • Assist in the development and implementation of the annual and quarterly Board meetings including coordination of board agenda and binders, event planning and minute taking and/or transcribing
  • Distribute and confirm all board and committee meeting minutes and other management committee minutes
  • Attend board meetings, record and/or transcribe minutes and distribute in a timely manner
  • Coordinate travel requirements of Board members


Qualifications

  • 5+ years' experience supporting a senior management team ·
    • Experience working with a Board of Directors
    • Superior organizational skills; administratively (filing and file management) and event planning (social and meetings)
    • Extensive experience with meeting minutes and maintaining directors’ records
  • Office management experience
    • Familiarity with contracts management and administration
    • Experience with Human Resources tasks
    • Experience with Occupations Health and Safety
    • Bookkeeping/Accounting (AP/AR, Journal Entries, budgeting, etc)
  • Bilingual in both written & oral aptitudes of the French & English languages, ability to translate & interpret accurately and concisely between the two languages
  • Experience and/or aptitude with financial software packages including (Sage Accounting preferred)
  • Strong computer skills with Microsoft Office suite of products
  • IMPECCABLE attention to detail
  • Excellent interpersonal skills (including written & verbal communication skills), ability to learn quickly and self-motivated while working independently and/or collaborating as part of a team
  • Ability to exercise good judgment, show initiative and be proactive
  • High standard of ethics and confidentiality to handle sensitive information
  • Ability to prioritize, meet deadlines, work under pressure and adapt to a fast-paced changing environment while maintaining attention to detail.

Education

  • Bachelor’s degree or Business Administration Diploma with specialization in accounting is HIGHLY desirable
  • Previous bookkeeping and administrative experience in a not-for-profit status organization environment, would be considered a significant asset

If you meet the criteria set out above, live in the Calgary area and are legally eligible to work in Canada without sponsorship, please apply with a cover letter written in French to: resume@executivesolutions.ca



Posted On: Thursday, May 12, 2022
Compensation: $55-65K



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